FAQs : Macros
What are macros?
Macros are a set of actions that can be executed for a group of records in a module. These sets of actions include sending emails, creating tasks, and updating a field in the records with a specified value. You may have a set of actions that you perform on a daily basis or frequently for some records. You can combine all of these actions into a single macro and perform them again and again.
Suppose you are required to call up a fresh set of leads everyday. Once you are done with the call, you need to send them a standard email and update the lead status to "Contacted". After that, you assign the leads to your colleague so they can take things further.
Now you have three things to do in the CRM:
- Send email
- Update field
- Create task
Think of doing the same thing for every lead. It will become tedious and monotonous plus your sales persons time will be wasted.Instead, you can create a "macro" for these three tasks. You can then simply select the records and run the macro. All of these changes would be applied to the selected records, saving you time and effort.
Which modules are supported in macro?
Leads, Contacts, and Deals modules are supported for macros in your Zoho CRM.
How can I create macros for modules in Zoho CRM?
Users with mass email, mass update, and create activities permission in their profile can create and access macros.
To create macros for modules (Leads):
Click the Leads module
In the Leads homepage, select the records for which you want to create a macro.
- In the Create Macro page, provide a Name and Description for the macro.
Choose an email template under Send Email.
Under Update Field, choose which field must be updated and what it should be changed to.
Under Create Task, fill in the required details and click Add.
Once you have provided all the details, click Create.
Note: Macros will have to be run manually. You cannot automate the execution of macros.
How many emails, tasks, and field updates can I configure in a macro?
You can include one email, three tasks, and three field updates within a single Macro.
Can the system help me recognize repetitive patterns?
Yes, Zia's Macro Suggestion automatically identifies repetitive actions you perform and suggests macros for you. If you've been performing the same set of actions on records over a period of time, Zia will detect this pattern and recommend creating a macro. Learn more on Zia's Macro Suggestion.
Why am I not able to see the Run Macro button?
If you cannot see the Run Macro button, it's likely because the Macros feature, along with the Run Macro button, is only accessible when you have all three of the following profile permissions:
- Mass Email
- Mass Update
- Create Activities
Will the emails sent using macros be listed under a record?
Yes, emails sent using the Macros feature will be recorded and displayed under the related record. It's important to note that these emails are sent to the email address provided in the Email field.
If the Email Opt-Out option is enabled, the email will not be sent. You can also view the actions performed or the emails sent in the timeline of the records.
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